DEPARTMENT OF PEDIATRICS

STAFF HIRING GUIDELINES – NONBENEFITTED POSITIONS

I.PURPOSE.

This information is intended to provide the Department of Pediatrics with standardized guidelines on the hiring process for staff positions. All staff hires will be coordinated through Pediatrics’ Human Resources (HR) Manager in accordance with these guidelines.

II.HIRING GUIDELINES FOR NONBENEFITTED POSITIONS.

All nonbenefitted staff hires must be coordinated through Pediatrics’ HR Manager according to the guidelines detailed below. Nonbenefitted positions are regular positions that are less than .5 FTE or temporary positions that are expected to last no more than 9 months. Temporary positions can be 1.0 FTE or less. All nonbenefitted assignments that are .5 FTE or greater must be temporary assignments.

1.Obtain Approval to Recruit: In consultation with the Division Chief, the hiring official must determine the need for the position and availability of funding in order to proceed with the hiring process.

2.Recruitment: When a nonbenefitted position must be filled, there is no requirement to post the position. If a suitable candidate has been identified, skip to the section “Check References.”

3.Form Required to Post the Position: To post the position on the Human Resources (HR) website, the hiring official must send Pediatrics’ HR Manager a completed and signed Request for Courtesy Posting form, which can be downloaded at The form should include the following:

  • Job code & title
  • Number of hours/week, FTE
  • Start date & end date (if known)
  • Rate of pay (or pay range)
  • Brief description of the job duties
  • Minimum requirements
  • Desired preferences
  • Contact information on person that will receive the applications

Pediatrics’ HR Manager/Representative will prepare the job announcement and will forward the Request for Courtesy Posting and job posting to HR on the same day that the Request for Courtesy Posting is received (or the following morning if the information is received late in the day). The hiring official will be contacted with the job number once the position has been posted.

HR will not screen the applications for minimum qualifications; therefore, all applications will be forwarded to the contact person designated on the Request for Courtesy Posting form. To stop receiving applications the hiring official will need to contact HR to close the position.

4.Check References: References should be checked on the top candidate(s) prior to extending a conditional offer of employment. Be sure to get a reference from current and previous supervisors. You can find sample reference check questions at

5.Obtain Recommended Hiring Salary: Once the hiring official has identified the desired candidate, he/she must contact Pediatrics’ HR Manager to obtain approval on the hiring salary before a conditional offer of employment can be extended. Approval from the appropriate authority within the Division must be obtained prior to extending a conditional offer of employment.

6.Extendthe conditional offer: After salary information has been obtained, aconditional offer of employment can be extended, which will be contingent upon favorable results from the two pre-employment checks. Once the conditional offer of employment has been accepted, the drug test and criminal background check must be completed.

The hiring official will contact the HR Representative once the conditional offer of employment has been accepted. The HR Representative will contact the candidate to arrange the pre-employment checks and will work with the candidate to complete the new hire paperwork. SEE SECTION III. BELOW.

  1. Once the employee is cleared for hire, the HR Representative will forward the Computer Request Form to the hiring official. The hiring official will be responsible for completing the form and returning it to Pediatrics’ IS office. If PCMC computer access is needed, the hiring official will work directly with the IS office to get access.
  1. Preparations for the Employee’s Arrival: The hiring manager should begin preparing for the employee’s arrival using the staff orientation checklist that can be downloaded from Pediatrics’ Intranet at

III.COMPLETION OF HIRING PROCESS AND NEW HIRE PAPERWORK

  1. Contact HR Representative Once Conditional Offer is accepted: The hiring official will notify the HR Representative once the conditional offer has been accepted and will provide the following information: 1) candidate’s contact information, 2) the amount offered, and 3) the tentative start date. The candidate cannot begin working until he/she has been cleared for hire.
  1. Pre-employment Checks: The HR Representative will schedule the drug test and arrange for the criminal background consent form to be completed. The drug test must be completed within 48 hours from the time the conditional offer of employment is accepted. A drug test and criminal background check will need to be completed on most new hires (if completed in another Health Sciences area, will not need to be completed again).

The HR Representative will notify the hiring official once the candidate is cleared (or not cleared) for hire.

  1. Completion of the New Hire Paperwork. Once cleared for hire, the HR Representative will arrange for the employee to come in to complete the hire paperwork.

HR Representative will obtain the chartfield to be used on the Personnel Action Notification (PAN) form.

IV.HIRING PRACTICES NOT SUPPORTED BY PEDIATRICS.

1.Divisions can not hire a University employee that holds a concurrent assignment with IHC, if the IHC assignment is in the same Division under the same Division Chief.

2.Pediatric employees are not permitted to telecommute (work from home).

V.POINTS OF CONTACT.

Pediatrics’ HR Manager: All staff hires (includes salaries) must be coordinated through Pediatrics’ HR Manager.

Debbie C. Gabaldon

Voice: 587-7403

Fax: 213-3320

e-mail:

Pediatrics’ HR/Payroll Representative: All staff hire paperwork, PAN changes or questions, and Payroll issues should be coordinated through Pediatrics’ Payroll HR/Payroll Reporter.

Amber Nielsen

Voice: 587-7405

Fax: 213-3320

e-mail:

Updated: August 2007

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